Purpose Statement

Participant Management allows event creators to assign, manage, and approve department members involved in an event within the Events and Activities Module. This process ensures accurate participation tracking, supports scheduling and staffing workflows, and provides flexibility for both required assignments and voluntary event sign-ups.

Background Information

Participants represent department members who are involved in an event, such as training sessions, meetings, or operational activities. In First Due, participants can be added directly by the event creator or allowed to sign up through the calendar view, depending on how the event is configured.

Participant data is pulled directly from personnel records and, when applicable, can be filtered using scheduling assignments. This allows departments to efficiently manage attendance, distinguish between required and voluntary participants, and maintain accurate records for reporting and accountability.

Required Permissions

To manage Event Participants, users must have:

• Access to the Events and Activities Module

• Permission to create and edit Events

• Permission to assign and manage Participants

• Optional access to the Scheduling Module, if filtering by shift assignments is required

These permissions are typically granted to administrators, supervisors, training officers, and event coordinators.

Video

Step-by-Step Guide

Add Required Participants Using Assign User

• Navigate to an existing or newly created Event.

• In the Participants section, select Assign User.

• Select the Add button to open the participant selection modal.
  

Filter Participants

Within the participant selection modal, creators can filter the personnel list:

• Scheduling-Based Filters (if the Scheduling Module is enabled)

  • Select a schedule date

  • Filter the list based on shift board assignments

• Personnel-Based Filters

  • Use the available filter options pulled directly from personnel records

  • These filters are not dependent on the Scheduling Module

• Select Apply to filter the participant list.

• Confirm the list is reduced to only relevant users.
  

Add Participants to the Event

• Add participants individually from the filtered list, or

• Select Include All to add all members currently displayed in the filtered view
  

Enable Event Sign-Up

• Enable the Sign-Up Eligible option within the Event.

• This activates a Sign-Up button on the calendar view.

• Members can request to join the event through the calendar.

Required participants can still be added manually using the Add Required Participant option, even when sign-up is enabled.

Manage Sign-Up Requests

• When a member signs up:

  • Their name appears in the Participants list

  • Their status displays as Requested

• Hover over the Requested status to:

  • Accept the participant

  • Deny the participant
    

• To update multiple participants at once:

  • Select multiple participants

  • Hover over Update Status

  • Accept or deny participants in bulk
    

Remove Participants

• To remove a participant from the event:

  • Select the trash can icon in the Actions column

Best Practices

• Apply filters before adding participants to avoid assigning incorrect users.

• Clearly distinguish between required participants and sign-up eligible participants.

• Review and respond to sign-up requests promptly.

• Use bulk actions when managing large events.

• Remove participants who can no longer attend to maintain accurate records.

Troubleshooting & FAQs

Why is my participant list so large?

• Filters have not been applied. Use scheduling or personnel-based filters to narrow the list.

What is the difference between required and requested participants?

• Required participants are assigned directly by the event creator.

• Requested participants have signed up and must be approved.

Why don’t I see scheduling-based filters?

• These filters only appear if your department uses the Scheduling Module and you have permission to access it.

Can I approve or deny multiple sign-ups at once?

• Yes. Select multiple participants and use the Update Status option to manage them in bulk.

Can participants remove themselves after signing up?

• This depends on department configuration. If self-removal is not allowed, the event creator must remove them.